Recruiting firm · People
New recruiter onboarding
Get a new recruiter from their first day to working their own desk, with the firm's process, consent rules and standards checked along the way. The new recruiter completes their pre-start details through a shared link, and they work alone only after the team lead signs them off.
- Duration: 3 months
- How often: For every new recruiter
- Steps: 9 steps
- AI agents: 1 AI agent
- Approvals: 2 approvals
Free plan, no credit card needed.
What changes with this template
Without it
The new recruiter spends the first week waiting for logins.
Each team lead trains new starters their own way.
New recruiters submit candidates before anyone checks their notes.
Probation ends without a real review.
With it
Desk, access and job board licences are ready before day one.
Every new recruiter gets the same training, shadowing and sign-off.
Their first screening notes are checked, and they work alone only after the team lead signs them off.
The month-three review records the outcome, targets and actions.
The template, step by step
Each step says who does it: someone on your team, an AI agent, or the client through a shared link. An approval keeps every later step locked until it is given.
- Done by your team
- Done by an AI agent
- Done by the client, through a shared link
Starts when
A new recruiter accepts a job offer. The team lead starts a run with their name, desk and start date.
- 1
Prepare the desk and access
Week before startOperations manager · Team
Set up the laptop, email and phone, access to the applicant tracking system and CRM, and job board licences, and send the recruiter the shared link with their first-day time and the policies to read.
Checklist
- Laptop and phone ready
- Applicant tracking system and CRM access set up
- Job board licences assigned
- Shared link sent to the new recruiter
Fields to fill in
- New recruiter name (required)
- Start date (required)
- Desk or market (required)
- 2
New recruiter completes their pre-start details
Before startNew recruiter · Shared link
Through the shared link, the new recruiter confirms their details and the first-day time they were sent, and confirms they have read the data protection policy and candidate consent rules.
Checklist
- Data protection policy read
- Candidate consent rules read
- First-day time confirmed
Fields to fill in
- Mobile number (required)
- Link to their professional profile
- 3
Train on the firm's search process
Week 1Team lead · Team
Walk through how the firm runs a search, from intake to placement, together with the terms of business and the fee and guarantee rules.
Checklist
- Placement template walked through
- Terms of business explained
- Fee and guarantee rules explained
Fields to fill in
- Training completed on (required)
- 4
Shadow intake and screening calls
Weeks 1 to 2New recruiter · Team
Join the team lead on intake and screening calls and write your own notes for each, to compare afterwards.
Checklist
- Intake calls shadowed
- Screening calls shadowed
Fields to fill in
- Calls shadowed (required)
- Questions for the team lead
- 5
Run a first intake and screening
Weeks 3 to 4New recruiter · Team
Run an intake call and screen candidates for a live role, with the team lead on hand, and record your screening notes.
Checklist
- Intake call held
- Consent recorded for every candidate screened
Fields to fill in
- Role worked on (required)
- Screening notes for review (required)
- 6
Review the first screening notes
Week 4Screening notes reviewer · AI agent
The screening notes reviewer checks the new recruiter's notes against the firm's screening checklist and lists anything missing, such as salary expectation, notice period or consent.
Fields to fill in
- Notes review (required)
Checked by: The team lead goes through the review with the recruiter and decides on the sign-off in step 7.
- 7
Sign the recruiter off to work alone
Month 1Team lead · Team
Go through the review with the recruiter, coach the gaps, and sign them off to submit candidates without a second check.
Checklist
- Gaps from the review discussed
- Data protection basics confirmed
- Ready to submit candidates alone
Approval: The recruiter works alone, and the month-three review stays locked, until the team lead signs them off.
- 8
Hold the month-three review
Month 3Managing director · Team
Review the first three months with the recruiter and the team lead, confirm the end of probation or agree a plan, and set targets for the next quarter.
Checklist
- Progress on the first searches discussed
- Recruiter's feedback on onboarding heard
Fields to fill in
- Outcome (required)
- Targets for the next quarter (required)
- Agreed actions
Approval: Probation ends only when the managing director approves the review.
- 9
Improve onboarding for the next hire
Month 3Team lead · Team
Record what the recruiter found missing or unclear, and update this template for the next new recruiter.
Checklist
- Recruiter's feedback collected
- Template updated
Fields to fill in
- What to change in onboarding (required)
Done when
The recruiter works their own desk after the team lead's sign-off, and the review at the end of month three has recorded the outcome and their targets.
Make it yours. Rename steps, change owners and add checklist items, fields or approvals. The template is a starting point for the way your team works.
The AI agents in this template
An agent only works on its own steps, and a person on your team checks what it did. Anything an agent writes to a connected app waits for approval unless you allow it.
Screening notes reviewer
Checks a new recruiter's first screening notes against the firm's screening checklist.
What it does
- Reads the screening notes recorded in step 5
- Compares them with the checklist in its step instructions
- Lists missing items, such as notice period or consent
- Writes the review into its step
Checked by: The team lead goes through the review with the recruiter and decides on the sign-off in step 7.
Questions this template answers
Give every new recruiter the same path from day one to their own desk, with a clear sign-off. This template runs steps 1 to 9, from desk setup the week before the start to the review at the end of month three.
Sign them off on evidence: a first intake and screening they ran themselves, checked against your standards. Steps 5 and 6 produce and check that work, and step 7 is the team lead's sign-off gate.
Make the rules part of the pre-start and check them in real screening notes. In step 2 the new recruiter confirms through the shared link that they have read the data protection policy and consent rules, and step 6 checks consent in their first screening notes.
Let AI check a new recruiter's notes against your screening checklist, and keep the coaching with the team lead. The screening notes reviewer lists what is missing in step 6, and the team lead goes through the gaps and decides in step 7.
Agree targets at a fixed review, once the recruiter has run real searches. Step 8 records the review outcome and the targets for the next quarter, approved by the managing director.
Have the desk, access and job board licences ready before they arrive. Step 1 sets everything up the week before the start, and step 2 collects the recruiter's details through the shared link.
Run this workflow in OKiDO
Set up the steps, owners and approvals once, then start a run for every new case.